Solicitation Number: RFP21000141 Call for Public Art Project Coordinator

Request for Proposal (RFP) City of

March 04, 2021 - April 01, 2021 RFP21000141 City of Pittsburgh General Header Information

No. RFP21000141 Title: Call for Public Art Project Coordinator Start Date: March 04, 2021 at 1:00:00 PM EST End Date: April 01, 2021 at 3:00:00 PM EDT Vendor Q&A Start Date: Vendor Q&A End Date: Estimated Total Value: Who can respond to this bid? : All Vendors Description: The City of Pittsburgh is soliciting qualifications of public art project coordinators to administer, coordinate, and document the City’s 2021 Art in Parks program. Delivery Terms: Free On Board Destination Payment Terms: Vendor Specified Contact Information: City of Pittsburgh Dan Tobin 414 Grant Street Room 502 Office of Management and Budget Pittsburgh PA, 15219 United States Tel: 412-255-2458 Fax: [email protected] Contact Details: If you have any questions, Please contact: Dan Tobin 414 Grant Street Room 502 Office of Management and Budget Pittsburgh PA, 15219 United States Tel: 412-255-2458 Fax: [email protected] Selected Categories: Politics and Civic Affairs Services (93000000)

Page:2 RFP21000141 City of Pittsburgh Solicitation Requirements: Tentative Schedule of Events Tentative Schedule of Events The following represents the tentative schedule for this project. Any change in the scheduled dates for the Pre- Proposal Conference (if applicable), Deadline for Submission of Written Questions, or Proposal Submission Deadline will be advertised in the form of an addendum to this RFP. The schedule for the evaluation process and other future dates may be adjusted without notice. RFP released: March 4, 2021 Cut-off questions: March 18, 2021 Proposal submission deadline: April 1, 2021 Proposal review & supplier scoring: Apri\l, 2021 Contract award: April, 2021 Council approval: May, 2021 Project start date: Date of contract execution

Scope of Services Background The City of Pittsburgh is soliciting qualifications of public art project coordinators to administer, coordinate, and document the City’s 2021 Art in Parks program. This program includes the commissioning of object-based sculpture or site-specific installations and landscape works in each of the five Allegheny Regional Asset District (RAD) parks within the City of Pittsburgh (Emerald View Park, , Highland Park, Riverview Park, and ). The public art project coordinator will work in collaboration with the City of Pittsburgh and the artists or artist teams to administratively support the design, fabrication, and installation of the new artworks in the relevant parks. Additionally, the public art project coordinator will be responsible for overseeing the preparation of a complete package of project documentation, including the artists’ processes, public processes, photo-documentation, and commissioned written narratives. The documentation will include narratives from storytellers selected for their ability to pivot who tells the story of public art and how we center that experience in our community. The budget for project management is $15,000, with an additional $10,000 for the commissioning of one storyteller for each park. The public art project coordinator will be chosen based on qualifications, experience and demonstrated capabilities. The selected project coordinator will work closely with the City of Pittsburgh to develop and carry out successful implementation of the artist installations and documentation project. This project is made possible by the RADical ImPAct Grant program, which was launched in celebration of the Allegheny Regional Asset District’s 25th anniversary with the intention of funding bold, forward-looking, creative projects that will have a radical impact on the region. Scope Details

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About the Project Please refer to Appendix A to review the Call for Artists seeking to commission five or more artists or artist teams to collaborate on new works that will highlight the symbiotic relationship between Pittsburgh’s public art and public parks. The City recognizes the need for critical conversations around the past, present, and future of public art and therefore would like to use this opportunity to document the new artworks in a way which gives voice to our community to tell the history of our city, our artists, and our public art landscape. Documenting the new artworks in this way will broaden the portrait of the life cycles of our public spaces, center public art in our public history, and reconsider what stories we tell and remember. The documentation project will be published and promoted online, and linked interactively to the new art installations. The selected public art project coordinator is expected to collaborate with the City of Pittsburgh in two key functional project areas: •Overall Project Management •Assist in the overall artist commission project administration across the five Allegheny Regional Asset District (RAD) parks within the City of Pittsburgh •Based on the project schedule established by the City and communicated to project artists, monitor timeline for engagement, design, fabrication and installation. •Schedule meetings and convene communications among the City staff, artists, and other key stakeholders as necessary to ensure timely communication and successful project development progress. •Travel to all five sites is anticipated during the project •Documentation Project: •Develop and manage a project timeline for the documentation of the new public art projects, in alignment with the overall Art in Parks project timeline •Solicit, identify, engage, and direct the work of subcontractors to provide documentation of the new public art commissions in the five Allegheny Regional Asset District (RAD) parks. •Interact directly with artist, City staff, subcontractors, and other key stakeholders to coordinate documentation of the public art projects •Attend and schedule community meetings, project meetings, artist interviews and other meetings as necessary to manage and record documentation of the public art projects •Oversee the production of a series of 5 essays (1,000 – 1,500 words) or photo essays which are edited, rights- cleared, and ready to publish to the City’s web platform, which document the new artwork commissions in the five Allegheny Regional Asset District (RAD) parks in a way which re-centers how we tell the history of our Pittsburgh, our artists, and our public art landscape •Deliver complete project documentation packet (including any relevant research materials for archival purposes) by the project deadline •Travel to all five sites is anticipated during the project Budget

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The public art project coordinator will receive a flat fee of $15,000 for Overall Project Management and the Documentation Project. The public art project coordinator will be responsible for incorporating all relevant costs within the overall project budget, including but not limited to travel and administrative expenses. The project coordinator will receive an additional $10,000 to be used for subcontracting writers/essayists at a rate of $2,000 per writer. The public art project coordinator will be responsible for the contracting of these writers and dispensation of their fee. Appendix Items Appendix A - RFP21000111 Call for Artists Art in Parks Proposal Format Format Requirements All submitted responses shall follow the formatting below, and all proposals will need to be provided electronically through Beacon. 1.Response to Solicitaiton 1.Introductory Letter 2.Resume or CV. 3.Professional References. Failure to include all of the elements specified may be cause for rejection. Additional information may be provided, but should be succinct and relevant to the goals of this RFP. Excessive information will not be considered favorably.

Introductory Letter An introductory letter of no more than 1500 words, including a statement of interest in the project and relative experience. Resume or CV Provide a resume or CV demonstrating previous related experience Professional References Provide the name, title, address, email address and phone numbers for three professional references.

Submittal Requirements Submittal Requirements

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1. All respondents must register on Beacon to submit a bid for this opportunity. The registration link can be found here: http://pittsburghpa.gov/beacon/registration.html 2. Once registered, respondents must login and find the solicitation for which they intend to submit a proposal. The list of solicitations can be found here: http://pittsburghpa.gov/beacon/bid-opportunities.html 3. If additional assistance is needed with registration or submitting a proposal in response to the solicitation, please email support [email protected] or call the support line at 866-889-8533. 4. Respondents must submit their proposals electronically within the eProcurement tool located on Beacon by the submission deadline. 5. Respondents are required to provide one (1) electronic copy of their proposal in either MS Word or PDF by the submission deadline. 6. Questions regarding proposals should be delivered ONLY to the Sourcing Specialist, whose contact information can be found in the header of this solicitation. 7 Additional submission considerations: •Late proposals will not be accepted or considered. Respondents should allow enough time to register company on Beacon, search the solicitation they wish to respond to and complete the submission process online before the deadline. •The City of Pittsburgh shall not be responsible for proposals delivered to a person or location other than that specified herein. •All submittals, whether selected or rejected, shall become the property of the City of Pittsburgh and will not be returned. •All costs associated with proposal preparation shall be borne by the applicant. Proposal Evaluation & Selection Selection Procedure 1. Your Proposal will be evaluated by a Proposal Committee comprised of the Director or other supervisor of the Using Department, one or more members of the Director’s staff, at least one member of the Office of Management & Budget and any other department representatives as deemed necessary. 2. Submittals will be reviewed for responsiveness, and responsive submittals will further be screened by a selection committee in accordance with the criteria listed below. The firm(s) submitting the highest rated proposal may be invited for interviews. Criteria All proposals will be evaluated using the following criteria: •Experience developing a systemic approach to managing projects with multiple components •Demonstrates successful completion of projects on time and within budget •Experience working collaboratively •Experience working with municipal entities and/or in public spaces •Quality and completeness of application materials

Page:6 RFP21000141 City of Pittsburgh Award and Contract Award After the City has received all Proposals and conducted its initial Evaluation, described above, the Proposal Committee may invite one or more Respondents to a follow-up interview to further discuss their Proposal(s). The Proposal Committee may decide to accept the Proposal of one or more Respondents. It may decide to reject all proposals. Once a Proposal is accepted, the contract negotiation process will commence. This RFP and your response to it, in the form of your entire Proposal, will become part of the Contract. If a real or apparent conflict should arise between this RFP/Proposal and other language contained in the final Contract, the language of the final Contract shall control. Contracting Process Successful Respondents will be required to enter into a Contract with the City of Pittsburgh, contingent upon the approval of City Council. This Contract will be directed and managed by the issuing department and the Office of Management & Budget. Work cannot commence on the Scope of the RFP until it a contract is fully executed. The City cannot process invoices nor approve payments until this Contract has been fully executed by the Respondent and all required City signatories, including the issuing department, the Law Department, and the City Controller. City laws and policies mandate the incorporation of various custom terms and conditions into all City contracts. For this reason the City will not sign any standard contract proffered by the respondent. An agreement shall not be binding or valid with the City unless and until it is fully executed by authorized representatives of the City and of the Proposer. Once the Contract is fully executed the City will notify Respondent in writing and give the order to proceed. General Terms & Conditions Examination of Proposal Documents 1. The submission of a proposal shall be deemed a representation and certification by the Respondent that they: •Have carefully read and fully understand the information that was provided by the City to serve as the basis for submission of the proposal •Have the capability to successfully undertake and complete the responsibilities and obligations of the proposal being submitted. •Represent that all information contained in the proposal is true and correct. •Did not, in any way, collude; conspire to agree, directly or indirectly, with any person, firm, corporation or other proposer in regard to the amount, terms or conditions of this proposal. •Acknowledge that the City has the right to make any inquiry it deems appropriate to substantiate or supplement information supplied by a proposer, and proposer hereby grants the City permission to make these inquiries, and to provide any and all related documentation in a timely manner. 2. No request for modification of the proposal shall be considered after its submission on the grounds that the proposer was not fully informed to any fact or condition. RFP Term

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Respondent’s proposal shall remain firm and effective, subject to the City’s review and approval, for a period of one hundred twenty (120) days from the closing date for the receipt of proposals. The City may enter into negotiations with one or more Respondents during the one hundred twenty (120) day period during which all proposals will stay effective. The purpose of such negotiations will be to address questions and identify issues as the parties move towards the execution of a final contract or contracts. RFP Communications Unauthorized contact regarding this RFP with employees or officials of the City of Pittsburgh other than the RFP Coordinator named in the header section of this solicitation may result in disqualification from this procurement process. Neither Respondent(s) nor any person acting on Respondent(s)’s behalf shall attempt to influence the outcome of the award by the offer, presentation or promise of gratuities, favors, or anything of value to any appointed or elected official or employee of the City of Pittsburgh, their families or staff members. All inquiries regarding the solicitation are to be directed to the designated RFP Coordinator. Outside of pertinent RFP questions directed to the City of Pittsburgh as specified above, any other attempts to contact any City of Pittsburgh personnel regarding this RFP, without prior approval by the RFP Coordinator will be considered grounds for dismissal and immediate disqualification from the RFP process. This includes, but is not limited to, all verbal, voice, text, e-mail, and social media (e.g. – LinkedIn) contact. Please note the following: •The City shall not be responsible for nor bound by any oral instructions, interpretations or explanations issued by the City or its representatives. •Each proposer shall assume the risk of the method of dispatching any communication or proposal. •The RFP Coordinator must receive all written comments, including questions and requests for clarification, no later than the Deadline for Submission Questions listed in the tentative project schedule. •The City reserves the right to determine, at its sole discretion, the appropriate and adequate responses to written comments, questions, and requests for clarification. The City’s official responses and other official communications pursuant to this RFP shall constitute an addendum of this RFP. •The City will publish all official responses and communications pursuant to this RFP to the City of Pittsburgh procurement website. It is the responsibility of each proposer to check the site and incorporate all addenda into their response. •All addenda for this RFP will be distributed via the City of Pittsburgh procurement website at procurement.pittsburghpa.gov/beacon/opportunities •Only the City’s official, written responses and communications shall be considered binding with regard to this RFP. Addenda/Clarifications Should discrepancies or omissions be found in this RFP or should there be a need to clarify this RFP, questions or comments regarding this RFP must be put in writing and received by the RFP Coordinator as outlined in the submittal requirements section of this solicitation. Withdrawal of Proposals A proposer may withdraw its proposal at any time before the expiration of the time for submission of proposals as provided in this RFP by delivering a written request for withdrawal signed by, or on behalf of, the proposer. Public Record

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Respondent, by submittal of a proposal, acknowledges that all proposals may be considered public information in accordance with the Commonwealth of Pennsylvania Right to Know laws. Subject to award of this RFP, all or part of any submittal may be released to any person or firm who may request it. Therefore, proposers shall specify in their proposal response if any portion of their submittal should be treated as proprietary and not releasable as public information. Proposers should be aware that all such requests may be subject to legal review and challenge. Any information considered proprietary should be indicated as such or not included in the response. Non-Conforming Proposal A proposal shall be prepared and submitted in accordance with the provisions of these RFP instructions and specifications. Any alteration, omission, addition, variance, or limitation of, from or to a proposal may be sufficient grounds for non-acceptance of the proposal, at the sole discretion of the City. Disqualification Factors such as, but not limited to, any of the following may be considered just cause to disqualify a proposal without further consideration: •Evidence of collusion, directly or indirectly, among proposers in regard to the amount, terms or conditions of this proposal; •Any attempt to improperly influence any member of the evaluation team; •Existence of any lawsuit, unresolved contractual claim, or dispute between the proposer and the City; •Evidence of incorrect information submitted as part of the proposal; •Evidence of proposer’s inability to successfully complete the responsibilities and obligation of the proposal; and •Proposer’s default under any previous agreement with the City, which results in termination of the agreement. Restrictions on Gifts & Activities The City of Pittsburgh Ethics Code and Chapter 198 of the City Code (Code of Conduct) was established to promote public confidence in the proper operation of our local government. These resources outline the requirements for disclosure of interests and restricted activities as related to public procurement processes. Proposers are responsible to determine the applicability of these requirements to their activities and to comply with its requirements. Rights of the City of Pittsburgh

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This RFP does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract. The City reserves the right to: •Reject any and all proposals; •Issue subsequent Requests for Proposals; •Cancel this RFP with or without issuing another RFP; •Remedy technical errors in the Request for Proposals process; •Approve or disapprove the use of particular sub-consultants; •Make an award without further discussion of the submittal with the proposer (therefore, the proposal should be submitted initially on the most favorable terms that the firm or individual might propose); •Meet with select proposers at any time to gather additional information; •Make adjustments to the scope of services at any time if deemed by the Office of Management and Budget to be in the best interest of the City; •Accept other than the lowest offer. •Waive any informality, defect, non-responsiveness, or deviation from this RFP that is not material to the Respondent’s proposal; •Reject the proposal of any Respondent who, in the City’s sole judgment, has been delinquent or unfaithful in the performance of any contract with the City; •Reject the proposal of any Respondent who, in the City’s sole judgment, is financially or technically incapable of performing in accordance with this RFP; •Negotiate with any, all, or none of the Offerors and to enter into an agreement with another Offeror in the event that the originally selected finalist defaults or fails to execute an agreement with the City. •Award a contract to the firm(s) that presents the best qualifications and whose proposal best accomplishes the desired results; and/or •Enter into an agreement with another proposer in the event the originally selected proposer defaults or fails to execute an agreement with the City. •Require a performance bond and/or other “failure to deliver” agreement by the awardee at time of contracting. Miscellaneous Requirements Acknowledgements

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1. Conflict of Interest-By submission of a proposal to this solicitation, Respondent agrees that it presently has no interest and shall not have any interest, direct or indirect, which would conflict in any manner with the performance of the services required under this RFP. 2. Code of Ethics-By submission of a proposal to this solicitation, Respondent agrees to abide by the Code of Ethics of The City of Pittsburgh.The full Ethics Handbook can be found here:http://pittsburghpa.gov/humanresources/files/policies/10_Ethics_Handbook.pdf 3. Fair Trade Certification-By responding to this solicitation, the Respondent certifies that no attempt has been made, or will be made, by the Respondent to induce any other person or firm to submit or not to submit a submission for the purpose of restricting competition. 4. Non-Disclosure-By responding to this solicitation, the Respondent acknowledges they may be required to sign a Non-Disclosure Agreement during the contracting process if they are the successful respondent. 5. Debarment -This solicitation is also subject to Section 161.22 of the City of Pittsburgh Code related to debarment from bidding on and participating in City contracts.

6. Financial Interest-No proposal shall be accepted from, or contract awarded to, any individual or firm in which any City employee, director, or official has a direct or indirect financial interest in violation of applicable City and State ethics rules. Entities that are legally related to each other or to a common entity which seek to submit separate and competing proposals must disclose the nature of their relatedness. 7. Full Fee Disclosure-Pursuant to Section 161.36 of the Pittsburgh City Code, a Respondent must include a disclosure of any finder’s fees, fee splitting, firm affiliation or relationship with any broker-dealer, payments to consultants, lobbyists, or commissioned representatives or other contractual arrangements of the firm that could present a real or perceived conflict of interest.

Page:11 RFP21000141 City of Pittsburgh Questionnaire: ART RFP Required Documents Description: Please fill in the following required documents/information. Submit a letter introducing yourself with a brief bio and a description of your interest in the project, including any relevant experience with public art and/or community engagement. Type ATTACHMENT Is Required Y Submit your artist resume and artist statement (total 1-3 pages). For those applicants who have not had adequate experience to create a resume, a statement of intent may be substituted, outlining in detail any artistic background, relevant life experience, and creative goals. Type ATTACHMENT Is Required Y Provide the name, title, & email address of the authorized signer for your company (for details on who is considered an authorized signer, please look at our terms & conditions section) Type TEXT Is Required Y Upload completed vendor contact sheet Type ATTACHMENT Is Required Y

Page:12 RFP21000141 City of Pittsburgh Documents: Vendor Contact Sheet.pdf Appendix A - RFP21000111 Call for Artists Art in Parks.pdf

Solicitation has been designated as having no line items.

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